Program Assistant, Continuing Medical Education, Cumming School of Medicine

The University of Calgary - Calgary, AB (27 days ago)

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Position Overview

The Office of Continuing Medical Education in the Cumming School of Medicine invites applications for a Program Assistant. This Full-time Limited Term Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

The position reports to the Manager, Program & Events.

The program assistant works with CME staff, university and external colleagues, faculty members to handle the logistical requirements of courses for physicians and other health professionals. Position requires judgment and decision making abilities, sometimes on an immediate basis.

This role plans, implements and ensures the smooth delivery of Continuing Medical Education events providing high quality, accredited learning events for Physicians and other health professionals. They will administer a minimum of 3 courses annually, one which may be of up to a duration of 3-4 days. They will work collaboratively with the planning committee and an Educational Consultant, handling all logistical and administrative requirements.

Requires occasional travel out of town, use of own personal vehicle for transportation of course materials, and involves physical activity/lifting. Occasionally encompasses weekend and evening hours.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Program Development / Planning:
Provide assistance in developing innovative continuing medical education program planning and implementation
Book and coordinate planning committee meetings for Director, Education Consultant, Course Chairperson and planning committee members
Attend meetings as well as take and distribute minutes
Work with the Education Consultant, Communications Advisor, and Course Chairperson to develop a marketing strategy
Work with the Education Consultant, Evaluation and Research Coordinator and Communications Coordinator to create and implement relevant course surveys

Course Administration, Logistics and Support:
Plan and organize the logistics and delivery aspects of Continuing Medical Education courses, workshops, conferences and symposiums
Work with CME leadership to obtain cost effective room booking and catering contracts meeting Planning Committee needs and budget
Make travel arrangements and liaise with hotels to negotiate rates for accommodation.
Determine audio-visual needs, including arranging for technician, equipment and set up, which may require the set-up of equipment when a technician is not available.
Manage all catered functions, poster board sessions and exhibit arrangements
Responsible for day of on-site management of courses, including production scheduling, registration, marketing and course materials and respond and resolve problems in a timely and professional manner
Assist in hosting webinar sessions
Complete and verify paperwork pertaining to faculty, course participants, travel claims, expense claims, course handouts and materials, and grant applications
Distribute evaluations to each faculty member

Advisor / Leadership:
Represent Continuing Medical Education in a professional and competent manner
Work with and oversee various support staff such as set-up staff, catering and clerical staff to ensure the various course needs are met and delegate work when necessary
Responsible for the day to day logistical support of courses offered by the Office of CME
Responsive and innovative troubleshooting regarding changes and problems as they arise; involving appropriate stakeholders

Effective, timely and professional communication with all stakeholders
Communicate with program speakers (including webinar moderators) regarding paper work, time schedule, deadline of presentation and handout, payment, etc., as well as confirming their topic, bios, presentation time and location
Respond to program participants' general inquiries and handle routine communication with such as session reminder, survey/evaluation reminder
Correspond with commercial and not for profit exhibitors, obtaining setup requirements, ensuring fees are collected, and acting as an information resource person

Monitor course budget throughout duration of project, compare with Efin reporting, and escalate variances
Collect expenses, honorarium forms and invoices, ensuring charges are correct.
Validate project/activity codes for expenses related to individual courses
Responsible to approve all expenses posted on individual work lists in PeopleSoft
Track and ensure payments are processed for travel, accommodation, catering, teaching services and event services, making sure expenses are within budgeted amount
Work with registration staff to ensure registration and exhibitor payments are processed

Qualifications / Requirements:
Post-Secondary education in an area such as Business, Hospitality or Education, plus 5 or more years of experience in a business environment, or comparable experience in event or conference planning, administration and/or office organization
Strong teamwork skills
Verbal and Written communication skills
Excellent interpersonal skills displaying professionalism, tact and diplomacy
Demonstrated exceptional organizational, project management and time management skills
Advanced knowledge of Microsoft Office (Word and Excel)
Working knowledge of Microsoft Office (Access & PowerPoint)
Working knowledge of a variety of audio-visual equipment
Knowledge of University on-line systems such as PeopleSoft as well as other University systems and procedures would be an asset
Some knowledge of the health care industry and terminology would be beneficial
Awareness of adult learning and the context of continuing medical education, an asset
Additional training in e-learning technologies, instructional design tools and learning management system (LMS), an asset
Application Deadline: September 6, 2019

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase I.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Cumming School of Medicine visit Careers in the Cumming School of Medicine.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.